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State Records General Retention Schedule

State Records General Retention and Disposition Schedule

Introduction


The General Records Retention and Disposition Schedule that follows this discussion has been authorized by the State Records Board in accordance with KSA 75-3504 and has been adopted by the board as K.A.R. 53-3-1, an administrative regulation having the force of law. The full text of this regulation is included in this chapter. It is recommended that records officers and agency personnel become familiar with the entire contents of the regulation before implementing the retention and disposition schedule within it.
 

Application of the General Schedule

The general schedule establishes minimum retention periods and authorizes dispositions for many of the administrative and legal records common to most state agencies. Using the schedule as a guide and without seeking further approval from the State Records Board, any state agency may regularly dispose of any of its records which appear on this schedule. The schedule is subject to the following exceptions and limitations:

A. Agencies may retain any of their records beyond the retention periods set by the schedule as they deem necessary--the schedule establishes only a minimum period of retention. Before retaining a record longer than the minimum time required, however, the agency should be certain that it has good reason to do so. Unnecessary retention of records can be expensive in space and filing equipment.

B. This schedule does not relieve agencies of retention requirements mandated by other state and federal statutes and regulations. When such an obligation does exist, then the longer retention period takes precedence.

C. This schedule generally reflects audit requirements in its prescribed retention periods, but audits are not always completed in a timely fashion. Therefore, any record required for an audit must be retained until completion of that audit, regardless of its stated retention period in the general schedule.

D. The access restrictions cited in this manual should be applied with caution. Restrictions on public access to records often apply only under particular circumstances or only to portions of a record series. To ensure compliance with the Kansas Open Records Act, agencies should have an attorney examine the specific statutory language containing the potential restriction before limiting public access to records.

Note: Although this general schedule will apply to many of those records found in agencies, there are many types of records not included in this schedule because they are unique to particular agencies. Because of this, it is important for agencies to develop their own records retention and disposition schedules for these special records.
Modifications and Additions

Because records reflect activities that are constantly changing, the retention requirements for them sometimes require revision as well. Consequently, records retention and disposition schedules, including this general one, often need modification or additions in order to be realistic and effective. Furthermore, because state government is so large, it is impractical to consult with every agency or major division regarding specific schedule entries. There may be some retention periods and disposition requirements within this schedule that fail to account for all relevant factors and there may be some important common record series not addressed here which need to be added. The State Historical Society's Records Management Section and the State Records Board welcome all comments and suggestions concerned with improvement of the general schedule through modifications and additions.

Accounts Payable Records

Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments: See also Ledgers - General, Vouchers and Requisitions-Purchase, Vendor Files, Bid Records, and Purchasing Records.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Accounts Receivable Records

Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments: See also Vouchers, Receipts.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Activity Report Records

Internal documents used to compile statistics on agency activities: traffic reports, activity logs, etc.

  • Minimum Retention: 002 fisc yrs
  • Disposition: destroy
  • Comments: See also Employee Time Report Records.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Adding Machine or Calculator Tapes

Master tapes produced on business machines during bookkeeping.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: May be destroyed immediately unless required to document associated records - then retain in conjunction with those associated records.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Agency Director's Files

Correspondence, reports, budgets, etc. relating to the administration and operation of the agency.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until no longer useful, then transfer to the archives for purging.
  • Restrictions: Portions may be restricted.
  • Date of Entry: 10/18/2001

Annual and Special Reports

General and specific reports on agency activities.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until no longer useful, then transfer to the archives.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Applications for Examination

Standardized form developed by the Department of Administration-Division of Personnel Services to determine if an applicant is qualified to take an examination for a specific classified position.

  • Minimum Retention: 003 cldr yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 10/17/1991

Architectural Plans, Drawings, Maps, and Specifications

Records documenting the physical plant of the agency.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until no longer useful, then transfer to the archives for purging.
  • Restrictions: Portions per KSA 45-221(a)(12).
  • Date of Entry: 07/14/1988

Attorney General Opinions

Opinions, letters of advice, coopies of legislative bills, correspondence, etc. relating to the legal interpretations written at the request of an agency seeking guidance in enforcing, obeying, or interpreting the law.

  • Minimum Retention: 005 calendar years
  • Disposition: Archives
  • Comments: Retain in office 5 calendar years, then transfer to the archives for purging.
  • Restrictions: None
  • Date of Entry: 04/10/03

Audit Reports

Results of audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies.

  • Minimum Retention: 005 fisc yrs
  • Disposition: archives
  • Comments:
  • Restrictions: None
  • Date of Entry: 07/14/1988

Audit Trail Files

Data generated during the creation of a master file or database used to validate a master file or database during a processing cycle.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain a minimum or 12 database/master file backup cycles.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Automated Program Listing/Source Code

Automated program code which generates the machine-language instructions used to operate an automated information system.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain 3 system update cycles after code is superseded or replaced.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Banking Records

Bank statements, deposit books and slips, check registers, and canceled checks.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 07/14/1988

Batch Transmittal Forms

Completed forms used to transmit documents for mass computer input - includes both DA forms 199 and/or equivalent internal documents.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain in conjunction with transmitted documents, then destroy.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Bid Records

Documents related to requests for proposals, bids, quotations, or estimates.

  • Minimum Retention: 005 fisc yrs
  • Disposition: destroy
  • Comments: See also Purchasing Records, Vouchers and Requisitions, Accounts Payable Records, Contracts, and Vendor Files.
  • Restrictions: None
  • Date of Entry: 01/09/1997

Board Packets

Agenda, minutes, background information, etc. relating to meetings or a board or commission.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: Retain until no longer useful, then transfer one packet to the archives and destroy the remainder.
  • Restrictions: Portions may be restricted.
  • Date of Entry: 10/18/2001

Budget Preparation Files - Annual

Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.

  • Minimum Retention: 005 fisc yrs
  • Disposition: see comments
  • Comments: Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Budget Requests and Appeals - Annual

Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents.

  • Minimum Retention: 005 fisc yrs
  • Disposition: archives
  • Comments:
  • Restrictions: None
  • Date of Entry: 07/14/1988

Building and Grounds Maintenance Records

Documents associated with repairs and other maintenance to the physical plant of agency does not include Work Orders and Logs .

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain a minimum of 3 fiscal years or until warranty is expired, then destoy.
  • Restrictions: None
  • Date of Entry: 07/14/1988, ameneded 10/17/02

Business Procurement Card Documentation

Original statements, receipts, logs, etc, detailing the types of purchases made by an agency through business procurement card procedure.

  • Minimum Retention: 005 fisc yrs
  • Disposition: destroy
  • Comments:Division of accounts and Reports does not maintain the original copies.
  • Restrictions: None
  • Date of Entry: 04/13/2000

Capital Improvement Projects Files

Records related to construction projects: correspondence, bids, specifications, plans drawings, reports, notes, etc.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until no longer useful, then transfer to the archives for purging. See also Architectural Plans, Drawings, and Specifications.
  • Restrictions: None
  • Date Entry: 07/14/1988

CASK Reports: Daily Financial - Obsolete Series

Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Central Accounting System - Kansas.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer useful, then destroy. Includes DAD001, DAD002, DAD003, DAD004, DAD005, DAD006, DAD007, DAD011, DAD013, and DAD014. Schedule does not apply to the Division of Accounts and Reports.
  • Restrictions: None
  • Date of Entry: 07/14/1988, amended 08/17/00

CASK Reports: Monthly Financial - Obsolete Series

Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Central Accounting System - Kansas.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer useful, then destroy. Includes: DAM001, DAM002, DAM004, DAFPMO4, DAM005, DAM010, DAM0011, DAM013, DAM014, DAM116A, and DAM2XX series. Schedule does not apply to the Division of Accounts and Reports.
  • Restrictions: None
  • Date of Entry: 07/14/1988, amended 08/17/00

CASK Reports: Yearly Financial - Obsolete Series

Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to agencies in the Central Accounting System - Kansas.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer useful, then destroy. Includes DAY025, DAY068, DAY201, and DAY202. Schedule does not apply to the Division of Accounts and Reports.
  • Restrictions: None
  • Date of Entry: 07/14/1988, amended 08/17/00

Clippings Files

Newspaper clippings compiled regarding agency activities.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: Retain until no longer useful, then contact the archives for appraisal -- if not accepted, then destroy.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Committee Files

Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interagency, and advisory committees..

  • Minimum Retention: 003 cldr yrs
  • Disposition: archives
  • Comments: Retain 3 calendar years, then transfer to the archives for purging.
  • Restrictions: None
  • Date of Entry: 01/18/1996

Computer Run Scheduling Records

Records used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer of administrative value to the agency.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Computer Software Licensing Files

Documents proving the licensure and implementation of computer software promgrams by the agency.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain 5 calendar years after the contract or end user license agreement (EULA) has expired, or 5 years after the software is no longer installed, then destroy.
  • Restrictions: None
  • Date of Entry: 04/10/03

Computer System Documentation (OBSOLETE series)

Records related to the development, implementation, modification, and use of computer programs and systems.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: Retain and dispose of in conjunction with associated computer programs and systems.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Computer Usage Logs

Logs documenting computer system usage including but not limited to log-in files, system usage files, data entry logs, and records of individual computer program usage.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer of administrative use to agency.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Contracts

Legal agreements with individuals and organizations. Includes all associated documents, eg. DA-146 series.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until expiration of contract plus 5 calendar years, then destroy. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers and Requisitions.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Correspondence - Policy Related

Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.

  • Minimum Retention: 005 cldr yrs
  • Disposition: archives
  • Comments: Retain in office 5 calendar years, then transfer to the archives for purging.
  • Restrictions: None
  • Date of Entry: 01/18/1996

Correspondence - Routine

Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain iuntil no useful, then destroy.
  • Restrictions: None
  • Date of Entry: 01/18/1996

Customer Survey Forms

Surveys compiled on customer satisfaction with the quality of service provided.

  • Minimum Retention: 003 cldr yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 07/18/2002

Data Administration Policies

Records of data processing policies including those covering access and security, data retention and disposition, and data ownership.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until superseded, obsolete or replaced, then transfer to the archives.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Data Documentation/Data Dictionary Records

Records generally created during system development or modification and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and records that explain the meaning, purpose, structure, logical relationships, and origin of the date elements.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain 3 years after discontinuance of system and until all system data is destroyed or transferred to the new operating environment.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Data Systems Specifications

Records necessary for using the system: user guides, system or subsystem definitions, system flowcharts, program descriptions and documentation, job control or workflow records, system specifications, and input and output specifications.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain 3 years after discontinuance of system and until all system data is destroyed or transferred to new operation system.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Deeds for Real Estate

Legal documents pertaining to the ownership of real property by state agencies.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: Retain permanently or transfer to the archives.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Delegated Audit Authority Vouchers

Original payment vouchers specifying purchases made by an agency with delegated audit authority.

  • Minimum Retention: 005 fisc yrs
  • Disposition: destroy
  • Comments: Division of Accounts and Reports does not maintain original copies.
  • Restrictions: None
  • Date of Entry: 04/13/2000

Employee Notary Files

Notary certification documents compiled on employees.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: Proof of certification is part of the Employee Personnel File. These files are the convenience copy. Retain information until superceded, or 3 calendar years, then destroy.
  • Restrictions: None
  • Date of Entry: 07/18/2002

Employee Personnel Files

Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, background checks and other personnel materials.

  • Minimum Retention: See comments
  • Disposition: Destroy
  • Comments: Retain in office for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees). Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy.
  • Restrictions: Portions under KSA 45-221(a)(4)
  • Date of Entry: 04/18/1996; amended 01/08/2004

Employee Personnel Files - Convenience Copies

Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, background checks, etc.) maintained for convenience of reference.

  • Minimum Retention Period: See comments
  • Disposition: Destroy
  • Comments: Retain until no longer useful, then destroy.
  • Restrictions: Portions under KSA 45-221(a)(4)
  • Date of Entry: 04/15/1993

Employee Position Descriptions

Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until superseded plus 3 years, then destroy.
  • Restrictions: None
  • Date of Entry: 10/17/1991

Employee Time Report Records

Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc.

  • Minimum Retention: 005 fisc yrs
  • Disposition: destroy
  • Comments: Internal agency forms. See also Leave Requests.
  • Restrictions: KSA 45-221(a)(4)
  • Date of Entry: 07/14/1998

Employee Training Course Materials

Record copy of manuals, syllabi, textbooks and other training aids created for agency sponsored employee training programs.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until training program is obsolete, then transfer one copy of each manual, syllabus, and textbook to the archives, destroy the remainder. See also Employee Training Records.
  • Restrictions: None
  • Date of Entry: 01/18/1996

Employee Training Records

Correspondence, reports, and other records relating to the operation of agency sponsored training programs and to employee participation in training programs sponsored by external organizations.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain 5 calendar years or until superseded, whichever is sooner, then destroy. See also Employee Training Course Materials.
  • Restrictions: None
  • Date of Entry: 01/18/1996

Employee Withholding Allowance Certificates

Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later).
  • Restrictions: None
  • Date of Entry: 07/14/1988

Employment Applications - Not Hired

DA forms 203 and supplementary materials, including background checks, submitted by unsuccessful applicants for employment.

  • Minimum Retention: 003 cldr yrs
  • Disposition: Destroy
  • Comments:
  • Restrictions: Portions under KSA 45-221(a)(4)
  • Date of Entry: 01/13/1994; amended 01/08/2004

Employment Eligibility Verification Form

Immigration and Naturalization Service (INS) from I-9 completed by the employee verifying eligibility to work in the United States.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain for length of employee tenure plus 3 years, then destroy.
  • Restrictions: KSA 45-221(a)(4)
  • Date of Entry: 01/08/1998

Equal Employment Opportunity Grievance Files

Documents related to discrimination charges concerning employment made against an agency and subsequent investigations.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain 5 years after grievance is settled, then transfer to the archives.
  • Restrictions: KSA 45-221(a)(11) & (25)
  • Date of Entry: 10/17/1991

Equal Employment Opportunity Plans

Documents related to agency compliance with laws and regulations concerning EEO/AA plans including the agency characteristic plan.

  • Minimum Retention: 005 cldr yrs
  • Disposition: archives
  • Comments:
  • Restrictions: None
  • Date of Entry: 10/17/1991

Equipment Maintenance and Ownership Records

Documents related to the legal ownership and maintenance of agency equipment: legal titles, warranties, maintenance logs, etc.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: Retain for the life of the equipment, then transfer to the new owner of the equipment or destroy as appropriate. See also Equipment Operation Records, and Vehicle Ownership and Maintenance Records.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Equipment Operation Records

Documents related to the use of agency equipment (eg. photocopy logs, check-out forms, use request forms, etc.), including photocopiers, typewriters, computers, calculators, adding machines, etc.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments: See also Equipment Ownership and Maintenance Records.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Grant Files - Funded

Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: Retain 5 years after the end of the grant period, transfer original applications, and annual and final performance reports to the archives for purging, destroy remaining documents.
  • Restrictions: None
  • Date of Entry: 01/18/1996, amended 10/17/02

Grant Files - Unfunded

Applications and supporting documentation relating to federal, state and private grants submitted by agencies which were not funded.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer useful, then destroy.
  • Restrictions: None
  • Date of Entry: 07/14/1998

Hardware and Software Documentation

Records documenting the use, operation, and maintenance of an agency's computer equipment including operating manuals, hardware/software operating system requirements, hardware/software configurations, and equipment control systems.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until the agency no longer uses related hardware or software and all data is transferred to and made useable in the new hardware/software environment.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Hearing and Meeting Transcripts and Electronic Media Recordings

Records of agency hearings and other meetings: transcripts, audiotapes, videotapes, notes, etc.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Imprest Fund

Documents related to the administration and accounting of the imprest fund which allows an agency to use a local bank account as authorized by statute: DA form 152-"Checkbook Record--Imprest Fund."

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 10/17/1991

Income Tax Monitoring Files

Work papers, logs, reconciliations and payment logs possibly through accounting software and payment vouchers to ensure proper accounting and compliance of income tax reported to federal and state governments.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain 4 calendar years after date tax was due or paid then destroy.
  • Restrictions: KSA 45-221(a)(4)
  • Date of Entry: 07/18/2002

Information Resources Management and Data Processing

Agency IT plans, data processing services plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provision or related areas.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until superseded, obsolete, or replaced.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Information Technology Disaster Preparedness and Recovery Plans

Records related to the protection and reestablishment of information technology services, equipment and data (back-up files) in case of a disaster.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until superseded by revised plan, then transfer to the archives.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Inter-Agency Work Orders

Forms used to request and record the preformance of services from another state agency

  • Minimum Retention: 001 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 4/13/2000

Internal Memos--Policy Related

Internal memos, e-mail, and other correspondence that state or form the basis for policy, set precedent, or records important events in the operational and organizational history of the agency.

  • Minimum Retention: 005 calendar years
  • Disposition: archives
  • Comments: Retain in office 5 calendar years, then transfer to the archives for purging. Print out all electronic versions as issued and transfer to the archives for purging.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Internal Memos--Routine

Internal memos, e-mail and other correspondence which pertain to routine matters

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: retain until no longer useful, then destroy
  • Restrictions: None
  • Date of Entry: 4/13/2000

Inventory Records - Expendable Property

Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 07/14/1988

Inventory Records - Non-Expendable Property

Records related to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until superseded by new inventory plus 3 fiscal years, then destroy.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Kansas Public Disclosure Commission Statements of Substantial Interest

Agency copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's office.

  • Minimum Retention: 001 cldr yr
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 10/17/1991

Kansas Quality Management (KQM) Files

Variety of documents relating to the planning and implementation of KQM for the agency.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until no longer useful, then transfer to the archives for purging.
  • Restrictions: None
  • Date of Entry: 10/09/1997

Kansas Register Submissions

Copies of proposed, withdrawn, emergency, and adopted rules, open meeting
notices or other documents required by law to be submitted to the Kansas Register
for publication.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain 1 year after publication, then destroy.
  • Restrictions: None
  • Date of Entry: 01/09/2003

Key Accountability Files

Records relating to the issuance of keys, identification cards, building passes or
similar instruments of access to agency facilities or equipment and maintained for
accountability purposes.

  • Minimum Retention: See comments
  • Disposition: Destroy
  • Comments: Retain 3 years after superseded, date of termination or date of expiration, then
    destroy.
  • Restrictions: None
  • Date of Entry: 01/09/2003

KIPPS Reports - Obsolete Series

Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Kansas Integrated Payroll System.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments: See also Payroll Warrant Register, Time & Leave Reports, Agency Payroll Charges Reports, Funding Charges for Adjustments, and Annual & Sick Leave Reports. Schedule does not apply to the Division of Accounts and Reports.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Leases, Real Property and Capital Equipment

Documents related to the leasing of real estate and equipment.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until superseded or inactive plus 5 calendar years, then destroy.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Leave Requests

Internal forms used to request and authorize the taking of leave by employees.

  • Minimum Retention: 005 fisc yrs
  • Disposition: destroy
  • Comments: See also Employee Time Report Records.
  • Restrictions: KSA 45-221(a)(4)
  • Date of Entry: 07/14/1998

Ledgers - General

General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget.

  • Minimum Retention: 003 fisc yrs
  • Disposition: archives
  • Comments: This series includes only internal documents.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Legislation Reference Files

Copies of bills, drafts of legislation, copies of statutes, notes, correspondence, and other miscellaneous documents related to various legislative activities.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Litigation Case Files

Correspondence, court documents, research materials, reports, press releases,
etc. documenting agency litigation activities.

  • Minimum Retention: see comments
  • Disposition: See comments
  • Comments: Retain precedent-setting litigation records not scheduled by agency specific
    schedule 5 years after case is closed, then transfer to the archives for purging.
    Retain all other litigation records 5 years after case is closed, then destroy.
  • Restrictions: Portions per KSA 45-221(a)(25)
  • Date of Entry: 01/09/2003

Mailing Lists

Lists of names and addresses to whom mail is regularly sent.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until updated, then destroy.
  • Restrictions: KSA 21-3914
  • Date of Entry: 07/14/1988

Material Safety Data Sheets

Documents relating to the precautions taken for the safe handling of the various hazardous chemicals used in the routine operation of the facility.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until superseded or hazardous chemical is no longer on site, then destroy as required by 29 CFR 1910.1200.
  • Restrictions: None
  • Date of Entry: 04/18/1996

Memoranda of Understanding or Agreement, Inter-Agency

Formal agreements reached between state, local, and/or federal agencies.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Minutes

Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until no longer useful, then transfer to the archives.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Operating System and Hardware Conversion Plans

Records relating to the replacement of equipment or computer operating systems.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain 1 year after successful conversion, then destroy.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Organizational Charts and Reorganization Studies

Records documenting planned and actual changes in an agency's organizational structure over time.

  • Minimum Retention: 003 cldr yrs
  • Disposition: archives
  • Comments:
  • Restrictions: None
  • Date of Entry: 01/18/1996

Outstanding Obligations, Lists of

Copies of DA forms 118 submitted to Divions of Accounts and Reports to encumber funds from current fiscal year to pay for goods or services to be received during the following fiscal year.

  • Minimum Retention: 002 fisc yrs
  • Disposition: Destroy
  • Comments: This series does not apply to Division of Accounts and Reports.
  • Restrictions: None
  • Date of Entry: 01/08/2004

Payroll Adjustment Records

Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments: This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Deduction Authorization Records.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Payroll Deduction Authorization Records - General

Documents used to authorize various deductions from an employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms or Payroll Direct Deposit Authorization Record .
  • Restrictions: KSA 45-221(a)(4)
  • Date of Entry: 07/14/1988

Payroll Direct Deposit Authorization Records

Completed forms used to authorize direct deposits of payroll checks in employee bank accounts.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer in effect plus 2 years, then destroy.
  • Restrictions: KSA 45-221(a)(4)
  • Date of Entry: 07/14/1988

Payroll Warrant Registers

Monthly listing of warrant checks issued to state agency employees for payroll purposes.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 10/17/1991

Petty Cash Records

Documents related to petty cash accounting: DA-71 thru 73.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 07/14/1988

Photocopy Meter Reading Statements

Forms completed listing the number of copies made, dates readings were taken, etc. relating to the leases on photocopy machines.

  • Minimum Retention: 001 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 4/13/2000

Photographic and Video Materials

Photo-prints, negatives, slides, films, and videotapes.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Policy Statements

Original copies of formal explanations of agency policies and procedures.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until no longer useful , then transfer to the archives. Retain convenience copies until no longer useful, then destroy.
  • Restrictions: None
  • Date of Entry: 04/13/2000

Postal Records

Records concerning the use of the U.S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 07/14/1988

Press Releases

Public information issued to the news media.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until no longer useful, then transfer to the archives.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Procedures Manuals

Original copies of agency procedures issued in a collective manual.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Professional Organizations Files

Documents relating to membership/participation in professional organizations.

  • Minimum Retention: 002 cldr yrs
  • Disposition: Destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 01/09/2003

Programs and Invitations

Documents related to official agency functions.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until no longer useful, then transfer to the archives.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Property Disposition Records - Non-Expendable

Copies of DA forms 110 and supporting documents used to remove capital equipment from the agency inventory.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 07/14/1988

Publications

Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder.
  • Restrictions: None
  • Date of Entry: 01/18/1996

Purchase Requests - Internal

Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments: Retain for 5 fiscal years if record is subject to KSA 75-3740(e).
  • Restrictions: None
  • Date of Entry: 07/14/1988

Purchasing Records

Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments: Retain for 5 fiscal years if record is subject to KSA 75-3740(e). See also Vouchers & Requisitions, Accounts Payable Records, Bid Records, Contracts, Ledgers - General, and Vendor Files.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Receipts Records - Cash

Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 07/14/1988

Records Management Records

Documents related to the management of agency records including completed survey forms, inventories, and other miscellaneous materials such as correspondence or reference materials.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain survey forms and inventories until superseded, then contact the archives for appraisal of other documents - if not accepted for transfer to the archives, then destroy.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Recruitment Files

Variety of documents relating to the recruitment process for hiring employees to fill vacant positions.

  • Minimum Retention: 003 cldr yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: Portions per KSA 45-221(a)(4).
  • Date of Entry: 01/18/1996

Reorganization Studies

Records documenting actual and proposed agency organizational structure.

  • Minimum Retention: 003 cldr yrs
  • Disposition: archives
  • Comments: Retain in office 3 calendar years, then transfer to the archives for purging.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Request for Access to Records

Documents related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218.

  • Minimum Retention: 005 cldr yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 04/13/2000

Schedules - Office Activities

Internal forms, appointment books, paper and electronic calendars used to schedule employee or office activities (calendars and appointment books, etc).

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer useful, then destroy.
  • Restrictions: None
  • Date of Entry: 04/13/2000

Scrapbooks and Albums

Collection of miscellaneous documents regarding agency activities.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Scrapbooks and Albums

Collection of miscellaneous documents regarding agency activities.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Security Records

Security logs, sign-in sheets, security activity reports, incident reports, etc. relating
to security provided for agency buildings and grounds.

  • Minimum Retention: 005 cldr yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 01/09/2003

Security Reports - Routine

Reports relating to routine incidents that do not require further investigation.

  • Minimum Retention: See comments
  • Disposition: Destroy
  • Comments: Retain 2 years after the date issued, then destroy.
  • Restrictions: None
  • Date of Entry: 01/09/2003

Speeches and Writings

Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until no longer useful, then transfer to the archives for purging.
  • Restrictions: None
  • Date of Entry: 04/13/2000

STARS Reports: Daily Financial

Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer useful, then destroy. Schedule does not apply to the Division of Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8101, etc.
  • Restrictions: None
  • Date of Entry: 10/17/1991

STARS Reports: Monthly Financial

Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer useful, then destroy. Schedule does not apply to the Division of Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc.
  • Restrictions: None
  • Date of Entry: 10/17/1991

STARS Reports: Yearly Financial

Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer useful, then destroy. Schedule does not apply to the Division of Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210, etc.
  • Restrictions: None
  • Date of Entry: 10/17/1991

Statements of Lost Warrants

Copies of DA form 6 used to request re-issues of lost warrants.

  • Minimum Retention: currt fisc yr
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 07/14/1988

Strategic Planning Files

Variety of documents relating to the strategic planning process for the agency.

  • Minimum Retention: see comments
  • Disposition: archives
  • Comments: Retain until no longer useful or superseded, then transfer to the archives for purging.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Summary Computer Usage Reports

Summary reports and other paper records created to document computer usage.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer of administrative value to agency, then destroy.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Supply Requests - Internal

Documents used by subordinate organizations to order expendable supplies from central supply rooms.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 08/17/2000

System Backup Files

Copies of master files or databases, application software, logs, directories, and other records needed to restore a system in case of a disaster or inadvertent destruction.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain a minimum or 12 system backup cycles, then destroy.
  • Restrictions: None
  • Date of Entry: 08/17/2000

System Users Acecess Records

Electronic or textual records created to control or monitor individual access to a system and its data for security purposes, including by not limited to, user account records, security logs, and password files.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer of administrative use to the agency, then destroy.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Tape Library Control Records

Records used to control the location, maintenance, and disposition of magnetic media in a tape library including a list of holdings, control logs, and other data regarding the destruction of the tape library electronic files.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until superseded, then destroy.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Technical Program Documentation

Copy of program/code/program flowcharts, program maintenance log, system change notices, original design documents, specifications, requirements, acceptance tests, and other records that document computer programs and the modifications made to the computer programs.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until all data in system has been migrated or destroyed, then destroy.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Technical Reference Files

Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer useful, then destroy.
  • Restrictions: None
  • Date of Entry: 01/18/1996

Telecommunications Logs

Registers recording incoming and outgoing telephone calls and fax transmissions.

  • Minimum Retention: 6 months
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 01/18/1996

Telephone Billing Records

Copies of computer billings and supporting documents concerning the use of a telecommunications service provider.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 04/13/2000

Test Database Files

Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until the version of the system tested in no longer in use, then destroy.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Travel Request and Authorization Records

Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments: See also Travel Vouchers and Vehicle Operation Records.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Vehicle Maintenance and Ownership Records

Documents related to the legal ownership and maintenance of agency vehicles maintenance logs, legal titles, warranties, etc.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain for the life of the vehicle, then transfer to subsequent owner or destroy as appropriate. See also Equipment Ownership and Maintenance Records.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Vehicle Operation Records

Documents related to the use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 07/14/1988

Vendor Files

Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments: Retain for 5 fiscal years if record is subject to KSA 75-3740(e). See also Vouchers & Requisitions, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Visitors Logs

Registers or logs used to record names of employees, outside contractors, service personnel, and other visitors admitted to agency facilities.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer useful, then destroy.
  • Restrictions: None
  • Date of Entry: 01/18/1996

Voice Mail Messages

Sound recordings produced by a voice mail system designed to leave messages for the receiver.

  • Minimum Retention: see comments
  • Disposition: destroy
  • Comments: Retain until no longer useful, then destroy.
  • Restrictions: None
  • Date of Entry: 01/08/1998

Vouchers - Purchase

Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA 120.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments: Schedule does not apply to the Division of Accounts and Reports.
  • Restrictions: None
  • Date of Entry: 07/14/1988, amended 8/17/00

Vouchers - Journal

DA forms 35 series and other agency forms used to adjust financial account balances.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 07/14/1988, amended 07/18/2002

Vouchers - Receipts

Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 07/14/1988

Vouchers - Travel

Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments: Includes all variations of forms, eg. DA-121E and 121R, etc.
  • Restrictions: None
  • Date of Entry: 07/14/1988

Web Server Aggregate Reports

Reports periodically generated from the Web transaction log data to indicate aggregate values and trends.

  • Minimum Retention: 002 fisc yrs
  • Disposition: destroy
  • Comments: Includes all variations of forms, eg. DA-121E and 121R, etc.
  • Restrictions: None
  • Date of Entry: 08/17/2000

Web Server Transaction Logs

Raw data captured from the hypertext transfer protocol (HTTP) header during a Web transaction and stored in a log file.

  • Minimum Retention: 006 months
  • Disposition: destroy
  • Comments:
  • Restrictions: KSA 45-221(a)12,13, 14 & 30 may apply
  • Date of Entry: 08/17/2000

Word Processing Files (OBSOLETE series)

Electronic copies of documents produced with word processing programs.

  • Minimum Retention: see comments
  • Disposition: see comments
  • Comments: When electronic documents are only copy, disposition must be on an approved schedule. When used to produce hard copy that is maintained according to approved schedule - delete when no longer useful.
  • Restrictions: None
  • Date of Entry: 10/17/1991

Work Orders and Logs

Internal documents used to request and record requests for the performance of maintenance or other services.

  • Minimum Retention: 003 fisc yrs
  • Disposition: destroy
  • Comments:
  • Restrictions: None
  • Date of Entry: 07/14/1988